Transcript PCard Training - Cornell University

Procurement Card Training
What is a Procurement Card
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“A credit card that may be used by
University Employees to make business
related purchases for specific goods and
services of less than $500 per
transaction, which will be billed directly
to a specific University account.”
Use and Benefits
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Efficient purchasing tool for non e-shop
items and items that do not require a
purchase order.
Vendor receives payment quickly.
Use it for appropriate business
purchases only.
Prohibited Procurement Card
Transactions
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Live Vertebrae Animal
Architectural and
Engineering Services
Audit Services
Capital Assets
Cash Advances
Conflict of Interest,
Vendor
Cornell Unallowable
Goods/ Services
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Deposits/ Partial
Payments
Gift Certificates
Insurance
Investment Services
Legal Services
Personal Expenses
Pest Control
Radioactive Materials
What is an Acceptable Receipt
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A written/electronic acknowledgement from a vendor
that provides at least the following information:
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Always Add missing information to the receipt.
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Date of purchase
Vendor Name
Description of Item(s)
Quantity
Unit Price
Total Cost
Add detailed business purpose.
Add account number.
A packing slip that includes the above criteria.
What is an Acceptable Receipt
(continued)
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Third party billing companies such as
Pay Pal or Web order may not
include detailed information on the
receipt, if not add a copy of the web
page that identifies the item
purchased.
Lost Receipt / Missing Packing Slip,
E-mail Pcard coordinator or dept.
contact for more information.
What is an Acceptable Receipt
(continued)
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Receipts should be forwarded to Pcard coordinator or
department contact as soon as you make a purchase.
An email will be automatically sent to your mail box after it has
been in your coordinator’s queue for 10 days with the subject
“your p-card status” as a reminder that the receipt is at the BSC
for processing and has not yet been received yet.
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(if a receipt is not received, an automated e-mail will be sent to you by
Cornell credit card programs support with “Your P-Card Status” as the
subject line).
What is an acceptable
Business Purpose
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Business Purpose:
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Describes the expenditure and ties it,
where necessary, to the source of funds
being used (see business purpose
guidelines).
Business Purpose Guidelines
(example)
These guidelines are designed to provide assistance to the community when documenting the business purpose
on a transaction with Cornell funds. This includes all transactions and all fund types at the University.
Business Purpose Examples
Unacceptable
Lab Supplies
Notebook
750ml Jack Daniels
Towels for Lab
Membership
Acceptable
Reagents for USDA fungus project
Lab notebook to record results of NOAA rainfall
study
Alcohol for administration to mice as part of NIHfunded fetal alcohol study
Paper towels to preserve samples for NSF project
Membership for American Microbiology Society to
allow presentation of NIH-funded results
Lunch
Lunch for Professor Li of MIT, assisting on DOE
grant
Honorarium
Speaker fee for NSF-funded conference per
attached letter
Travel to Japan to attend Nanotechnology
Symposium in support of NSF facility
Shipment of soil samples to NAL lab for analysis
for the NSF Passive Phloem Loading grant
Travel to Japan
Ship Materials
5/15/2013
j. Silber
Notes
Additional description may be
needed where item would normally
be unallowable or indirect
Memberships are normally indirect.
Can only be charged directly in
accordance with policy 3.18
Meals generally limited to travel
status; a detailed meal receipt is
required for every business meal
Use object code 6731
Routine postage is an indirect (F&A)
expense. Shipping of laboratory
materials, especially where express
shipments are required, may be
charged directly where allocable and
properly documented.
Business Purpose Guidelines
(continued)
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Failure to Document Business Purpose
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Lack of documented business purpose of travel and other business
expenses is a compliance concern that arises regularly.
The university receives, from a variety of sources, funds that carry
with them fiduciary responsibilities. These responsibilities require
that funds only be used for ordinary, reasonable, and necessary
business-related expenses incurred in furtherance of a specific
project or the university's missions. When university community
members fail to provide supporting documentation evidencing
business purpose of expenses, as required for internal and external
reviewers, it can result in inappropriate charges going undetected.
Evidence of lack of documented business purpose or failure to
detect inappropriate charges could lead to fines, penalties, and a
loss of the public trust which could have a serious impact on future
funding.
Pcard – General Issues
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Lending/Sharing Pcard:
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Keep your pcard confidential; lending or
sharing the your card is not allowed.
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(i.e. purchase for lab items should only be done by Pcard
holder)
Splitting Transactions:
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Never “split” the cost of one single item into
multiple payments in order to circumvent
the per transaction limit of the pcard.
Pcard – General Issues
(continued)
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Business Meals:
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You can use your Pcard for business meals,
but not while on over night travel status
(receipt must have itemized details
including alcohol).
Conference Registrations:
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You must turn in the receipt at the time of
registration, do not hold the receipt until
your return from your trip.
Pcard – General Issues
(continued)
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Sales Tax:
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Most merchants accept the Pcard as sufficient
evidence as exemption, but some require
additional documentation.
If vendor insists on tax, pay tax.
If a purchase is made on an External Organization
account (EO) tax must be paid.
Phone Orders:
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If you place an order by phone please confirm
with the Vendor that the "Bill To" address is the
same as the "Ship To" address.
Pcard – General Issues
(continued)
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Monthly Statements:
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Review for accuracy, file the statement in a
secure location or shred the statement.
Fraud charges, contact department
coordinator/Pcard coordinator then contact
US bank (see next slide).
Pcard Forms/Additional
Information
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Pcard Invoice Attachment Form (optional)
Pcard lost or stolen information
Business Expense Policy
(http://www.dfa.cornell.edu/procurement/buying/buyingmanual/procurementcard.cfm)
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Pcard Charge Dispute Form
(http://www.dfa.cornell.edu/cms/procurement/upload/ChargeDisputeUSBank.pdf).
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Pcard Business Meal Detail Form
(http://www.dfa.cornell.edu/cms/procurement/upload/cu_pur_pcard_mealdetail.pdf).
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Additional purchasing options/information
https://gateway.procurement.cornell.edu/
SAMPLE
Cornell University
Pcard Packing Slip/Invoice Attachment Form
Fasten Invoice Here
Card Holder _____________________
Date ___________________________
Vendor _________________________
Amount $________________________
Account to be charged _____________
________________________________
Business Purpose (what was purchase,
why, where, and when. (Included event
or section name):
________________________________
________________________________
________________________________
________________________________
Please return immediately to your Department Contact or Pcard Coordinator
What to do if your credit cards are lost or stolen
If a credit card (personal card or procurement card) is lost or stolen, it is important to take action immediately to prevent
unauthorized use of your card. Please report your card lost/stolen by following the guidelines outline below. If you have
any questions, contact:
Department Contact
Procurement Card Coordinator
Kathy Sheils, Procurement Card Administrator: (607) 255-4548
Natasha Aumick, Procurement Card Assistant: (607) 255-5039
University Procurement Cards
If your card is lost or stolen, contact U.S. Bank Immediately. This will ensure that a stop is placed on the lost/stolen
credit card and that a new card will be issued to you:
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Cardholders within the United States will call U.S. Bank’s toll free customer service line at 1-800-344-5696
(open 24 hours a day, 7 days per week).
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Cardholders outside the United States will call U.S. Bank’s toll free customer service line at 701-461-2010
(open 24 hours a day, 7 days per week).
Note: Your Procurement Card is NOT a personal liability and its loss or theft should NOT
be reported to any of the credit bureaus.